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1. Introduction

Vivasoft Limited (“Kothon,” “we,” “us,” “our”) operates the Kothon AI contact center platform. This Privacy Policy explains how we collect, use, store, share, and protect information when you use our website at kothon.vivasoftltd.co and our platform services.
We are committed to handling personal data responsibly and in compliance with applicable privacy laws, including the General Data Protection Regulation (GDPR) where applicable.

2. Information We Collect

2.1 Information You Provide Directly

  • Account registration details: name, email address, company name, phone number, job title
  • Billing and payment information (processed securely by our payment provider — we do not store card details)
  • Communications you send us, including support requests and demo inquiries

2.2 Information Generated Through Use of the Service

  • Call recordings and transcriptions processed through the platform
  • Contact lists and customer data uploaded for outbound campaigns
  • Usage logs, session data, and platform activity
  • AI-generated outputs such as sentiment scores, transcripts, and call summaries

2.3 Information Collected Automatically

  • IP address, browser type, operating system, and device identifiers
  • Pages visited, time spent, and clickstream data on our website
  • Cookie data as described in our Cookie Policy

3. How We Use Your Information

We use the information we collect to:
  • Provide, operate, and improve the Kothon platform
  • Process your account registration and manage your subscription
  • Deliver AI-generated transcriptions, analytics, and insights from your call data
  • Respond to support requests and communicate service updates
  • Send product updates, security notices, and billing communications
  • Comply with legal obligations
  • Detect and prevent fraud, abuse, or security incidents
We do not use your Customer Data to train our AI models without your explicit written consent.

4. Legal Basis for Processing (GDPR)

For users in the European Economic Area or where GDPR applies, we process personal data on the following legal bases:
  • Contract performance — processing necessary to deliver the Service you have subscribed to
  • Legitimate interests — improving the platform, ensuring security, and communicating relevant service updates
  • Legal obligation — complying with applicable laws and regulations
  • Consent — for marketing communications and optional data uses, where we obtain your explicit consent
  • Send product updates, security notices, and billing communications
  • Comply with legal obligations
  • Detect and prevent fraud, abuse, or security incidents

5. How We Share Your Information

We do not sell your personal data. We may share information in the following limited circumstances:
  • Service Providers We work with trusted third-party vendors who assist in delivering the Service, including cloud infrastructure providers, payment processors, and analytics tools. These vendors are contractually bound to process data only on our instructions and in accordance with this Policy.
  • Legal Requirements We may disclose information when required by law, court order, or governmental authority, or when we believe disclosure is necessary to protect our rights or the safety of others.
  • Business Transfers If Kothon is involved in a merger, acquisition, or asset sale, your information may be transferred as part of that transaction. We will notify you before your data is transferred and becomes subject to a different privacy policy.

6. Data Retention

We retain personal data for as long as your account is active or as needed to provide the Service. After account termination, we retain Customer Data for 30 days before permanent deletion. Aggregated and anonymized analytics data may be retained longer for platform improvement purposes.

7. Data Security

We implement appropriate technical and organizational measures to protect your data, including:
  • 256-bit AES encryption for voice streams and data in transit
  • Access controls and role-based permissions
  • Regular security assessments and monitoring
  • Secure data centers with redundancy and uptime guarantees
No method of transmission over the internet is 100% secure. We cannot guarantee absolute security but are committed to protecting your data to the highest practical standard.

8. International Data Transfers

Kothon operates from Bangladesh and may process data in other countries where our service providers are located. Where data is transferred outside your jurisdiction, we ensure appropriate safeguards are in place, including standard contractual clauses where required by GDPR.

9. Your Rights

Depending on your location, you may have the following rights regarding your personal data:
  • Access — request a copy of the personal data we hold about you
  • Correction — request correction of inaccurate or incomplete data
  • Deletion — request deletion of your personal data, subject to legal obligations
  • Portability — request your data in a structured, machine-readable format
  • Objection — object to processing based on legitimate interests
  • Withdrawal of consent — where processing is based on consent, withdraw it at any time
To exercise any of these rights, contact us at contact@vivasoftltd.com. We will respond within 30 days.

10. Children's Privacy

The Service is not directed at individuals under the age of 18. We do not knowingly collect personal data from minors. If we become aware that we have collected data from a minor, we will delete it promptly.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email or through the platform at least 14 days before they take effect. Your continued use of the Service after that date constitutes acceptance of the updated Policy.

12. Contact

For privacy-related inquiries or to exercise your rights: Vivasoft Limited Ahmed Tower, 11, 16 & 19th Floor, 28–30 Kemal Ataturk Ave, Dhaka 1213, Bangladesh contact@vivasoftltd.com